CIRP Internal Regulations
CIRP Annals – Instructions for Authors
Authors can only be CIRP members / or must be co-authored or sponsored by a CIRP member
Paper Submission
1 – Submission of your Abstract by January 15th: Please register on the Elsevier Editorial Manager (EM) to submit your Abstract: https://www.editorialmanager.com/cirp .
Click on "Submit new manuscript", then select your "STC" for Vol.1, or select "Keynote paper" for Vol.2. Follow the submission process and upload your pdf file under the Item: *Manuscript.
Please be careful to submit your full Paper in pdf format only (for the time being), following the informal template given in the Guidelines for Authors on the CIRP website (on 2 columns and 4.5 pages, with the figures inserted). The pdf version is more convenient for the Editorial Committee reviewing.
Be careful: after the reviewing by the Editorial Committee in February, you are no longer allowed to modify the title and the list of authors of your paper, unless agreed by the Editorial Committee.
Cooperative works between CIRP members should be justified with the "Cooperative Work Request Form" available online, to be uploaded on EM with the full paper.
2 - After approval of the paper: submission of the revised Paper by April 1st: Please ensure you submit your revised paper manuscript on EM as a revision of your previous version and not as a 'new' submission. You must submit the source file of your final Paper version in Microsoft Word format (.doc preferably) and in pdf version in addition, together with a reply to reviewers' comments. The source file should be uploaded on EM as Item "Manuscript", while the pdf file should be uploaded as Item "Supplementary file" (for the layout to be checked by the type-setters if needed). We suggest you keep your layout on two columns with the figures inserted into the text, so that the typesetters can follow the same layout visible in your pdf version. Please also upload your high resolution figures and tables under jpg in additional files separately on EM so that they can be printed in a better quality.
Deadlines Reminder:
- Your full paper must be submitted online by January 15th the latest. For Cooperative works, the "Cooperative Work Request Form" should be uploaded too.
- If appropriate, the Certificate of Sponsorship should be sent by the sponsor by email to CIRP Office (
This email address is being protected from spambots. You need JavaScript enabled to view it. ) by January 15th the latest (available in the Member’s Dashboard online).
The author of a paper has to accept two commitments (included in the electronic submission form):
- The first commitment certifies that the paper will be orally presented by one of the authors. If such a commitment cannot be given the Editorial Committee will have the right to refuse the paper. Authors who do not attend during the STC paper sessions to orally present their paper without having given a notification and a valid reason will be excluded from submitting a paper for the following two years.
- The second commitment certifies that the author’s work has not been previously published/presented elsewhere before next CIRP General Assembly, in any language, and that this work is substantially different from any prior CIRP technical presentation.
In exceptional cases, the Editorial Committee may accept papers of up to six printed pages. In such a case, you must write a letter of justification addressed to the Editorial Committee Chairman. This letter and the manuscript must be uploaded on EM before the paper submission deadline. Papers longer than 4.5 pages not accompanied by a letter of justification will be rejected.
The official language of CIRP Annals is English. If English is not your mother tongue, make sure that the English is checked by a competent editor. Papers written in what is considered to be poor English will be rejected.
Paper Preparation
General
You must give full details of the title and authors (first name + family name) of your paper in your file (see Template). Mark CIRP Fellows by the number (1) following the name, mark Associate Members by the number (2) and Corporate Members by the number (3).
Affiliations of authors should be indicated by superscript numbers. Do not use academic titles. (Prof. Dr. etc.)
Only for papers written by non-members, Research Affiliates or Corporate Members (without Fellows or Associate Members being co-authors), the name and affiliation of the author(s) should be followed by a separate sentence indicating the Fellow sponsoring the paper: `Submitted by *name* (1), *city*, *country*'.
Note: Sponsored papers must be supported by the written approval of the sponsoring Fellow (the "Certificate of Sponsorship") signifying that he/she has read the full paper and that the paper is, in his/her opinion, in accordance with the CIRP standards of quality. Without the Certificate of Sponsorship sent by email by the sponsor to the CIRP Office in Paris (by January 15th), the paper will not be considered for review.
The sponsor certificate is available for members through the 'submit a paper' page on the CIRP site (http://www.cirp.net)
Abstract
Your abstract should not exceed 100 words. It should provide a brief summary of the contents of your paper.
Keywords
Select keywords that can be used to identify the subject of your paper (the CIRP search engine uses the keywords for the identification of your paper). These keywords should be separated by comas, e.g Casting, Forming, ….
The first two keywords must be taken from the latest CIRP List of Keywords, available from the CIRP web page 'Authors: Submit a paper'. The last keyword may be taken from the list or may be freely chosen by the author. Frequently occurring keywords will be included in the CIRP keyword list on a regular basis.
Headings and heading spacing
We recommend using no more than two levels of headings for Volume 1, and no more than three levels of headings for Volume 2, indicated in these instructions as Heading 1, Heading 2 and Heading 3.
Font
The font used by the typesetting process will be Gulliver, however please submit your paper in Cambria point 9 (or Times point 9.5) for the main text, in Cambria 8 (or Times 8.5) for captions and Cambria 7 (or Times 7.5) for references. Elsevier will convert the paper to the Gulliver font upon acceptance.
HEADING 1
To denote the major sections of your paper, use Heading 1. These sections should be numbered.
Heading 2
To denote logical subsections of major sections, if any, use Heading 2. Number the subsections accordingly.
Heading 3
To denote further divisions of a subsection, if relevant, use Heading 3. These divisions are not numbered.
Terminology and Symbols
Authors should use CIRP approved terminology and symbols, for example: ISO 3002 Parts I-V. We also recommend that authors adopt the terminology used in the CIRP Dictionary and that they use SI units.
Style
The following list summarizes several important points of style to keep in mind when preparing your paper for the CIRP Annals:
• Use bold for emphasis, but keep its use to a minimum. Avoid using underlining in your paper
• Use a consistent spelling style throughout the paper (US or UK)
• Use single quotes
• Use %, not percent
• Do not use ampersands (&) except as part of the official name of an organization or company
• Keep hyphenation to a minimum. Do not hyphenate 'coordinate' or 'non' words, such as 'nonlinear'
• Do not end headings with full stops
• Do not start headings at the foot of a column or with only one line of text below; put the heading on the next column or page
• Leave one character space after all punctuation
Equations
Use italics for variables (u); bold for vectors (no arrows) (u); bold italic for variable vectors (u) and capital bold italic (U) for variable matrices. Use ith, jth, nth. The order of brackets should be {[()]}, except where brackets have special significance.
Lists
Mark each item with a solid bullet or with an Arabic numeral followed by a full stop, e.g., 1. 2. 3. and so on. Be consistent in marking list items.
The following is an example of a numbered list:
1. For complete or near complete sentences, begin with a capital letter and end with a full stop.
2. For short phrases, start with lower case letters and end with semicolons.
3. Do not capitalize or punctuate single items.
4. Use a colon to introduce the list.
Figures and Tables
General appearance
Make sure that all figures, tables, graphs and line drawings are clear, sharp and of the highest quality. Lines should be thick enough to allow proper reproduction.
Diagrams, graphics and photographs should be either in grey scale or in colour of excellent quality with good contrast. Use RGB colours, not CMYK.
It is important that you make sure that all lettering inside figures or tables is clearly legible.
Ensure that you supply the original source file of tables or figures, recommended file formats: TIFF, JPG, EPS, PDF, Microsoft office programs (Word, Excel, Powerpoint). Do not paste tables in picture format or as an Image object in Microsoft Word.
For all information on figures and tables, please see the Elsevier Instructions for Figures and Pictures available from the page ‘Submit a paper’ on the CIRP Website.
Numbering, captions and positioning
Number figures and tables consecutively, e.g., Figure 1, Figure 2, Figure 3; Table 1, Table 2, Table 3, 'Fig' is also acceptable. Use (a), (b), (c) to distinguish individual subjects in a composite figure. See Figures 1 and 2 for examples of figure and caption placement. Refer to Table 1 for an example of a table centred across two columns.
Each figure and each table must have a caption (font in Cambria 8 or Times 8.5). Captions should be centred at the foot of the figure. Begin the caption with a capital letter and end with a full stop. Place the figure or table on the text page as close to the relevant citation as possible, ideally at the top or at the bottom of a column. If a figure or table is too large to fit into one column, it can be centred across both columns at the top or the bottom of the page. Do not wrap the text around the figures.
References (Vol. 1 – Vol. 2)
Relevant works must be cited in the reference list (font in Cambria 7 or Times 7.5).
For publications in Vol. 1 of the annals the references must be listed in order of citation in the paper text.
For publications in Vol. 2 of the annals (all keynote papers) the references must be listed in alphabetical order.
Number the references chronologically: [1] [2] [3]. Cite the references in the body of the paper using the number in square brackets [1]. All references listed must be cited, and all cited references must be included in the reference list.
Please use the following style for references:
Last name, initial, year of publication, full paper title, journal name, volume, first and last page. Use only common abbreviations in journal names.
Here are some examples of a reference list:
[1] Krause, F.-L., Kimura, F., Kjellberg, T., Lu, S.C.-Y., 1993, Product Modelling, Annals of the CIRP, 42/2:695-706.
[2] Samet, H., 1990, Applications of Spatial Data Structure, Addison-Wesley, Reading, M
Processing of Accepted papers
After the review by the Editorial Committee (EC) during the CIRP Paris Winter meetings, the authors of accepted papers will receive suggestions for improvements and the correction of errors. Please read the recommendations for improvements and the textual corrections suggested by the EC reviewers carefully, make the required changes, and re-submit the revised manuscript on EM (through the “Revision” folder) by April 1st the latest.
Typeset format for 4 pages
Your paper is limited to four printed pages in the typeset format used by Elsevier. Please note that an informal template is available from the CIRP website to assist in formatting your paper. However, if you do not use the template, this is the way to estimate whether your paper will fit the limit:
1. Four printed pages is equivalent to approximately 4,200 words without figures or tables. This is approximately 600 words on the title page and 1,200 on three subsequent pages
2. For each figure or table in your paper you should look at the size of the figure in relation to the final printed page (not the title page) and subtract, pro rata, the number of words from your total allowance. For example, a figure which is about 1/4 of a page will use the space of 300 words (1,200/4); 1/6 will use 200 words (1,200/6) and so on. Please note that figures must be large enough to be legible; sizing may be adjusted during the typesetting process if figures are deemed too small, which may affect the page count
3. Approximately 10 references are equal to 200 words. These must be subtracted from your total word count. For example if you have 20 references and no figures or tables your paper must not exceed 3,800 words
4. The abstract and keywords do not count towards the total.
Please see the example article for further guidance. This paper has approx 2,145 words excluding the abstract, title and keywords, all figures, tables and references. The 7 references add approx 180 words to the total word count; the 10 figures about 1600 in total and the 3 tables’ 400, totalling approx 4,325 words. This paper just fits to 4 pages in the standard Elsevier format. This demonstrates the absolute maximum that can fit to four pages.
Copyright
Upon acceptance of an article, authors will be asked to sign a 'Journal Publishing Agreement' (for more information on this and copyright see http://www.elsevier.com/copyright). Acceptance of the agreement will ensure the widest possible dissemination of information. An e-mail (or letter) will be sent to the corresponding author confirming receipt of the manuscript together with a 'Journal Publishing Agreement' form or a link to the online version of this agreement. Subscribers may reproduce tables of contents or prepare lists of articles including abstracts for internal circulation within their institutions. Permission of the Publisher is required for resale or distribution outside the institution and for all other derivative works, including compilations and translations (please consult http://www.elsevier.com/permissions). If excerpts from other copyrighted works are included, the author(s) must obtain written permission from the copyright owners and credit the source(s) in the article. Elsevier has preprinted forms for use by authors in these cases: please consult: http://www.elsevier.com/permissions
Submission of an article implies that the work described has not been published previously (except in the form of an abstract or as part of a published lecture or academic thesis), that it is not under consideration for publication elsewhere, that its publication is approved by all authors and tacitly or explicitly by the responsible authorities where the work was carried out, and that, if accepted, it will not be published elsewhere in the same form, in English or in any other language, without the written consent of the copyright-holder.
Proofs
One set of page proofs in PDF format will be sent by e-mail to the corresponding author. Elsevier now sends PDF proofs which can be annotated; for this you will need to download Adobe Reader version 7 (or higher) available free from http://www.adobe.com/products/acrobat/readstep2.html. Instructions on how to annotate PDF files will accompany the proofs. The exact system requirements are given at the Adobe site: http://www.adobe.com/products/acrobat/acrrsystemreqs.html#70win.
If you do not wish to use the PDF annotations function, you may list the corrections (including replies to the Query Form) and return to Elsevier in an e-mail. Please list your corrections quoting line number. If, for any reason, this is not possible, then mark the corrections and any other comments (including replies to the Query Form) on a printout of your proof and return by fax, or scan the pages and e-mail. Please use this proof only for checking the typesetting, editing, completeness and correctness of the text, tables and figures. Significant changes to the article as accepted for publication will only be considered at this stage with permission from the Editor. It is important to ensure that all of your corrections are sent back to us in one communication: please check carefully before replying, as inclusion of any subsequent corrections cannot be guaranteed. Proofreading is solely your responsibility. Note that Elsevier may proceed with the publication of your article if no response is received.
Extract from Article 15 - STCs: Elections of STC Officers
Organization
The decision to form a new STC must be made at a General Assembly meeting, upon the recommendation of the Liaison Committee and with the approval of the Council, following a request from a group of Fellows. Its scope and terms of reference will be defined at that time.
The Chairperson of each STC shall be elected by the Academy at the General Assembly meeting upon the approval of the Council and the recommendation of the relevant STC. A Chairperson shall be appointed for a period of three years and shall not normally be eligible immediately for re-election; however, in exceptional cases, the Chairperson may be re-elected for a period of one additional year. Each committee shall elect one Vice Chair and also a Secretary. They should be Fellows or Associate Members.
Procedure for the Election of STC Vice Chairs and Secretaries and recommendation of Chair to the Council
- Election of STC Vice Chairs and Secretaries and recommendation of Chair to the Council will be via an electronic ballot.
- The electorate for STCs holding a ballot in a given year will be generated by STCs officers. The Secretary of each STC will keep and update the records of the presence list and provide the CIRP Office with the electorate by March 30th of the year of election. The electorate for a STC is those CIRP members, including Corporate Members who are recorded on the attendance record as having participated in at least 3 of that STC’s meetings during the 3 years preceding the year of the election. All candidates should be members of the electorate.
(CIRP Research Affiliates and Guests do not belong to the electorate, and if they became members in the meantime, they should not be taken into account as part of the electorate during the years they were not yet members).
- At the STC Winter Meeting in the year elections are due, the STC Chair shall announce the forthcoming election and ask for candidatures to be submitted electronically to CIRP Office by March 30th with STC Chair in cc.
- The STC Chair will also send by e-mail a call for candidatures in early March. The STC Chair must, and the Vice Chair may, independently propose candidates for each of the positions. The STC Chair may propose as candidate the current Secretary as Vice Chair and the current Vice Chair for Chair.
STC Secretary candidates must be a Fellow or an Associate Member. There is a preference, but not a requirement, that the Chair be a Fellow.
The candidates, except for the current Secretary and Vice-Chair, should provide the following documents:
i - they must indicate their willingness to stand for election;
ii - they provide the Application Form available online, including a brief resume with a summary of their qualifications and their motivation for the post, to be distributed with the electronic ballot;
iii - they submit a statement of their intent to attend Winter meetings and General Assemblies for the duration of their service.
The information described (i)-(iii) shall be submitted to CIRP Office by March 30th.
- CIRP Office will submit an electronic ballot to the electorate by May 1st with votes due by June 1st.
- Candidates for Secretary and Vice Chair with the largest number of votes cast will be declared elected. The candidate for Chair with the largest number of votes cast will be recommended to the Council for Approval and election by the Academy at the General Assembly. If two candidates receive an identical number of votes, which are greater than any other nominee, the CIRP Council will take a “tie breaking” vote at their meeting on the Sunday at the start of the GA.
The Chairperson, the Vice Chairperson, the Secretary of each STC, and its other CIRP Members must be conscious that their work in the Committee is fundamental to the life of CIRP. Each candidate's acceptance of his/her election as a Member implies a willingness to take initiatives and to participate actively in the work of at least one STC and be an observer in others.
Each STC may organize its activities in the way it considers to be the most efficient (please look at the recommendations from the Council). It may organize working groups on the basis of common interests in a particular subject.
Attendants of the meetings are not allowed to take photographs of the presentations’ screens during the meetings.
Article 22 - Invited Members
The class of 'Invited Members' exists for the purpose of establishing communication with individuals from manufacturing research communities in industrial countries not currently represented in CIRP as Fellows (including Honorary or Emeritus) or Associate Members.
The primary function of an 'Invited Member' is to provide communication between CIRP and the manufacturing research community in the country of the Member. 'Invited members' are to inform CIRP about the current status of manufacturing and manufacturing research in their country. They are to make CIRP and the goals of CIRP known to the appropriate institutions and organizations in their country. They are to explore the possibility that Associate and Fellows could be elected from those countries.
Candidates for 'Invited Member' must have an appropriate scientific and/or industrial background. They must be part of, or have good relations with, an influential network related to manufacturing research and development. They must show their commitment to become an Invited Member by writing a personal letter demonstrating this commitment in addition to the nomination proposal by the sponsor.
'Invited Members' are appointed by the Council for two years. Depending on the performance of the 'Invited Member', the membership may be renewed. However, only one two-year renewal of the membership is permitted.
An 'Invited Member' cannot be elected or re-elected for a country that is already represented by a Fellow or an Associate Member of CIRP. The 'Invited Member' must reside and work in the country to be represented.
CIRP Members can propose candidates for 'Invited Membership' to the Council.
'Invited Members' will be assigned to a Fellow who will act as a mentor.
The number of 'Invited Members' is limited to five.
They have no voting rights.
They will pay no CIRP membership fee but are entitled to receive the Annals.
Article 23 - Research Affiliates Program
1. General
The Research Affiliates are not members of CIRP, they are special invited guests and participants of the Research Affiliates Program which objective is to create, develop, and promote a sustainable CIRP network of outstanding young researchers in the field of production engineering.
Research Affiliates are expected to participate in CIRP networks designed to exchange and discuss current research results, create collaborative research projects, and facilitate communication within the CIRP community.
2. Rules and Nomination Criteria
Research Affiliate candidates must:
• have earned a Ph.D/Dr. degree by the time of nomination.
• have publications in the CIRP Annals or highly relevant peer reviewed journals.
• have attended at least one CIRP General Assembly or a CIRP Conference.
• be nominated by a CIRP Fellow (sponsor) who will continue to act as the mentor of the Research Affiliate if accepted.
• be no more than 36 years old at their first nomination.
Each Research Affiliate must be mentored for his/her entire term by the Fellow that sponsored him/her. It would be ideal if the candidate and the sponsoring Fellow are working together in the same institution (e.g. at the same lab or company). In case the candidate and the sponsoring Fellow are not active at the same research facility, the candidate is requested to add a statement to the application clarifying the reasons for the choice of the mentor and the mentoring concept.
Research Affiliates are expected to participate in the Research Affiliate Meetings and are encouraged to participate in all STC and CWG meetings of their choice. They will be given access to the CIRP website and the CIRP Directory.
CIRP Fellows are normally allowed to mentor a maximum of two Research Affiliates. Fellows from a country with two or less Fellows are allowed to mentor a maximum of three Research Affiliates. CIRP Fellows, upon their retirement, are allowed to mentor their Research Affiliates to the end of the Research Affiliate's current three-year term.
3. Renewal Criteria
Research Affiliates are expected to complete their program usually in three years. In situations where Research Affiliates take any leave under circumstances recognized by their employer (pregnancy/parental leave, family caregiving, medical leave, disability), the equivalent duration of this leave can be added to the Research Affiliates’ term, upon a formal request from the Research Affiliates stating only the reason and duration of their leave. Sabbatical (research) leaves are not eligible for extending a Reasearch Affiliate’s term. In exceptional cases, the Research Affiliates can be renewed for a second term, considering the following criteria:
• he/she must have attended at least one Winter Meeting and one General Assembly meeting
• he/she should have attended CIRP-owned Conferences
• he/she must have presented in STC or CWG Meetings (technical contributions/reports on collaborative activities)
• he/she must have published one article in the CIRP Annals or in the CIRP Journal
• he/she should send a strong justification letter explaining the progress in taking a research leadership in academia or in industry.
• the renewal request of the candidate must be accompanied by a letter of the mentoring CIRP Fellow. The letter should comment on the mentor’s experience with the candidate and on his/her renewal request.
• a written statement of the STC of primary interest should confirm the activity of the RA at CIRP Meetings
4. Duration of Mentorship
Each Research Affiliate is mentored by the nominating Fellow ordinarily to the end of his/her regular term. The mentor can ask to terminate his/her mentorship earlier when this cannot be carried on any further, e.g. because the Research Affiliate moves elsewhere, or the Research Affiliate resigns, or is not deemed satisfactory. The mentor shall apply to the Nomination Committee explaining the reason. In case of a Research Affiliate moving elsewhere but wishing to continue, the candidate needs to provide a statement of the current mentor whether he/she wants to continue and what the mentoring concept would be. If the Research Affiliate decides on another mentoring Fellow, the application needs to come along with a statement of the incoming mentor.
5. Formal Procedures
The sponsoring CIRP Fellow is responsible for submitting a complete set of the following documents (in electronic format only, gathered in one global pdf file) to the CIRP office in Paris:
I. a filled out Research Affiliate Proposal form available online in "Download Administrative Documents from CIRP Office" in your "Dashboard";
II. a complete curriculum vitae of the candidate, including a photograph;
III. a list of publications of the candidate, complying with the requirements in Appendix 14 of the Internal Regulations;
IV. an accompanying letter of the sponsoring CIRP Fellow.
The annual deadline for nominating a candidate is June 1st for the candidature to be considered at the General Assembly.
The Nomination Subcommittee will review all Research Affiliate nominations and select candidates for this program based upon the above criteria.
Research Affiliates may register for the CIRP winter meetings and the annual General Assemblies without a specific invitation from a sponsor.
Research Affiliates pay a term contribution.
Article 6 - Associate Members
6.1 Associate Members are researchers who contribute to the work of CIRP through papers in the "CIRP Annals - Manufacturing Technology" and through participation in the CIRP activities.
6.2 Each candidate for Associate Membership must have been the first author of at least two papers published in Volume 1 of the "CIRP Annals - Manufacturing Technology" and made individually full presentations of these papers at a General Assembly within the previous six years, including one paper within the last three years, and must be sponsored by two Fellows (Honorary and Emeritus as well) from two different countries. Unless there are fewer than four Fellows in the candidate's country, the initiator should be from the candidate's country. The sponsors should not be a co-author of one of these two papers.
The initiator is responsible for submitting a complete set of the following documents (in electronic format only, gathered in one global pdf file) to the CIRP office in Paris:
I. A filled out official Nomination Form available online in "Download administrative documents" in your "Dashboard". Any information on the candidate, e.g. positions held, activities and contributions to the professions and sciences of interest to CIRP, prior involvement with CIRP, if any (e.g. research affiliate, Corporate Member, STC activities, invited speaker, prior nominations, attendance at General Assemblies and other CIRP meetings, etc.), have to be inserted in the official nomination form;
II. a complete curriculum vitae of the candidate, including a photograph;
III. a list of publications of the candidate, complying with the requirements in Appendix 14 of the Internal Regulations;
IV. a written statement by a Fellow from the candidate's country certifying that a minimum of two-thirds of that country's Fellows and Honorary Fellows support the nomination (applicable only for countries with at least three Fellows and/or Honorary Fellows);
V. accompanying letters of the initiator and the sponsor.
The deadline for submitting the complete set of documents (gathered in one pdf file) by email to the CIRP Office is June 1st for the General Assembly meetings, and December 1st for the Winter meetings of the Council. Be careful to receive the acknowledgment of receipt by the CIRP Office.
6.3 The election of an Associate Member is decided by the Council on the recommendation of the Nominations Subcommittee; it is subject to the agreement of the Chairperson of the Scientific Technical Committee concerned.
The election of the Associate member shall be for an initial period of three years. Associate Members may be re-elected for any number of three-year terms by the Council with the approval of the Chairperson of the Scientific Technical Committee with which the Associate member is most active, provided that the individual is still active in the work of that Committee (Renewal Forms are managed by the CIRP Office and sent to the Associate members concerned in due time).
A renewal is also subject to the publication of original papers with the candidate being the corresponding author in Volume 1 of the CIRP Annals and having personally presented the paper at a General Assembly. It is strongly advised that the candidate publishes and presents in person at least one such paper per term (3 years), and it is required at least one paper over the last two terms of membership (6 years).
The Renewal Application Forms will be initially reviewed by the Nominations Subcommittee who will forward their findings to the Council.
If the Council denies the nomination of an Associate Member candidate, a new nomination of that candidate may not be submitted for at least three years from the time it was submitted to the Council.
6.4 The maximum number of Associate Members per country and the maximum number of new Associate Members from the same country that can be elected in any one year will be decided by the Council, following the rules contained in Appendix 4.
6.5 An Associate Member may attend the General Assembly meeting in an advisory capacity, except for that part dealing with confidential personnel items on the agenda.
6.6 Associate Members’ voting rights are limited to: financial matters, moral report, location of future General Assemblies, decisions voted inside the Scientific Groups. Votes for the STC officers are restricted to the Associate Members who have attended regularly those STC meetings; they are selected by the present STC officers.
6.7 The number of Associate Members in the Academy shall not exceed 150.
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The Secretary General shall maintain accurate records of Associate members' participation in CIRP and shall report this information to the Council each year.
Article 5 - Fellows
5.1 Candidates for Fellow Membership must be sponsored by four Fellows (Honorary and Emeritus as well) from at least three different countries. Unless there are fewer than four Fellows in the candidate's country, the initiator should be from the candidate's country.
5.2 To be proposed, the candidate must have proven active work within CIRP and personally presented at a General Assembly at least one original paper published in Volume 1 of the "CIRP Annals - Manufacturing Technology", of which the candidate should be the corresponding author. The subject of the paper and the active work must be within a field of interest to CIRP. The written proposal of a candidate must be submitted to the Secretariat prior to June 1st not later than the third year following the presentation of the paper.
5.3 The initiator is responsible for submitting a complete set of the following documents (in electronic format only, gathered in one global pdf file) to the CIRP office in Paris:
I. A filled out official nomination form available online in "Download administrative documents" in your "Dashboard". Any information on the candidate, e.g. positions held, activities and contributions to the professions and sciences of interest to CIRP, prior involvement with CIRP, if any (e.g. tenure as Associate Member, Corporate Member, STC activities, invited speaker, prior nominations, attendance at General Assemblies and other CIRP meetings, etc.), have to be inserted in the official nomination form;
II. a complete curriculum vitae of the candidate, including a photograph;
III. a list of publications of the candidate, complying with the requirements in Appendix 14 of the Internal Regulations;
IV. a written statement by a Fellow from the candidate's country certifying that a minimum of two-thirds of that country's Fellows and Honorary Fellows support the nomination (applicable only for countries with at least three Fellows and/or Honorary Fellows);
V. accompanying letters of the initiator and the sponsors.
The deadline for submitting the complete set of documents (gathered in one pdf file) by email to the CIRP Office is June 1st. Be careful to receive the acknowledgment of receipt by the CIRP Office.
5.4 The Secretary General shall retain all documents referenced in Article 5.3 in the Academy's confidential records and cause to be prepared copies for transmission to the members of the Membership Committee.
5.5 The proposals describing the candidates will be examined by the Credentials Subcommittee and their recommendations will be forwarded to the Nominations Subcommittee. The decisions of both subcommittees shall be submitted to the Council by the Vice President.
5.6 No later than two months before the opening date of the General Assembly, a ballot on each Fellow candidate will be made available on the CIRP website to all Fellows and Honorary Fellows together with the Council's recommendation and the information named in items 5.3.III. and IV. Voting will be done only by electronic ballot. For a candidate to be accepted, at least 75% of all Fellows and Honorary Fellows who cast a vote must have voted in the affirmative for the candidate and, in addition, the number of votes in the affirmative for any candidate must exceed 50% of the current number of Fellows and Honorary Fellows in the Academy.
5.7 The sponsors should ensure that the newly elected Fellows are properly introduced to their colleagues.
5.8 The maximum number of Fellows per country and the maximum number of new Fellows from the same country that can be elected in any one year will be decided by the Academy at the General Assembly meeting, following the rules contained in Appendix 4.
5.9 Any Fellow who has not taken part in activities of CIRP for two consecutive years by attending the meetings of the General Assembly, or of the Scientific Technical Committees, or by giving papers, may be considered by the Council as resigning from membership. The Fellow shall be warned by a letter from the President. The President shall ask for more active participation before a final decision is made regarding the termination of membership of the Fellow.
5.10 The Secretary General shall maintain accurate records of Fellow participation in CIRP and shall report this information to the Council each year.
5.11 Fellows have all voting rights at the General Assembly Meeting and in the decisions voted inside the Scientific Groups. Votes for the STC officers are restricted to the Fellows who have attended regularly those STC meetings; they are selected by the present STC officers.
5.12 The number of Fellows in the Academy shall not exceed 175.
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Extract from Appendix 2a - Credentials Subcommittee - Unsuccessful candidates may not be resubmitted for a period of three years.
Article 9 - Corporate Members
Corporate members are companies or non-university based research institutions that support the aims of CIRP and maintain an interest in the organization’s activities also giving scientific and technical contributions.
Corporate Members may take part in, or send a representative to the CIRP Winter Meetings and to the CIRP General Assemblies, except for activities reserved for Fellows only (including Honorary and Emeritus).
Corporate Members’ voting rights are limited to: financial matters, moral report, location of future General Assemblies, decisions voted inside the Scientific Groups. Votes for the STC officers are made by the Corporate Members who have attended regularly those STC meetings; they are selected by the present STC officers.
Among their STCs of interest, they should indicate a “primary STC of interest”, as they will be coached by that STC Vice-Chairperson, particularly the new incomers.
Corporate Members shall pay a yearly fee in an amount fixed by the Academy at a General Assembly Meeting. Corporate members will have online access to the CIRP Annals and to the Directory of CIRP Members, as well as to information available only for Members on the CIRP Website.
Duration: there is no limit in duration for Corporate membership. Membership is automatically renewed each year, and Corporate Members who wish to resign should inform the CIRP Office before the end of the current year for the following year.
Appendix 4 - Membership limit number per country
Fellows
The maximum number of Fellows per country is 15. Not more than two additional seats can be granted per year and per country.
Fellows and Honorary Fellows of a country acting jointly from nations at capacity in membership may request the Council to approve one additional Fellow candidate in any one year by making a formal proposal to the Council which includes:
1. purpose of the request to exceed 15 Members (e.g. new technology, STC participation, retirement status, etc),
2. discussion of the activity level of existing membership from country (verification that Members of a country acting jointly are making effective use of the current 15 or more Fellow membership positions),
3. specific candidates' credentials and contributions that this candidate could make to CIRP that are not already being made by existing Members from that country.
In any case, the maximum number of Fellows per country is 20.
Associate Members
Three candidates per year and per country.
Article 20 - Publications - Annals - Editorial Committee (extract)
I. rules for the style of presentation of papers (including the number of pages allowed) and the criteria used in assessing their suitability for publication shall be drawn up by the Editorial Committee and approved by the Council (Appendix 6),
II. rules governing the time-table for the submission of papers for publication (Appendix 8),
III. rules governing the oral presentation of papers to CIRP (Appendix 9).
A paper may be submitted either in person or via a sponsor, and will be examined by the Editorial Committee and the STC Chairperson concerned, subject to the rules below:
Each Fellow (including Honorary and Emeritus) is entitled to:
- Submit one personal paper under his/her own authorship OR one sponsored paper,
- AND sponsor a paper submitted by a representative of a Corporate Member organization.
- A Fellow (including Honorary and Emeritus) who is author, co-author or sponsor of a paper, may in addition be one of the co-authors of another paper based on CIRP cooperative work. CIRP Authors of a cooperative work should be Fellows or Associate members, should belong to different Institutes in two different countries, and should join to their full paper a "Request Form for Cooperative Work" available online.
In any case, Fellows (including Honorary and Emeritus) cannot be authors/co-authors or sponsors of more than two papers in Volume 1
Each Associate Member is entitled to:
- Submit one personal paper preferably as main author.
- An Associate member who is author or co-author of a paper, may in addition be one of the co-authors of another paper based on CIRP cooperative work. CIRP Authors of a cooperative work should be Fellows or Associate members, should belong to different Institutes in two different countries, and should join to their full paper a "Request Form for Cooperative Work" available online.
In any case, Associate Members cannot be authors/co-authors of more than two papers in Volume 1
- Each Corporate Member, Research Affiliate or non-member is entitled to be author/co-author with a CIRP member or author/co-author of a paper under the responsibility and the sponsorship of a CIRP Fellow (including Honorary and Emeritus).
In any case, Corporate Members, Research Affiliates and non-members cannot be authors/co-authors of more than one paper in Volume 1
The Fellow (including Honorary and Emeritus) who sponsors and submits a paper for consideration for publication in the Annals Vol.1 shall be held responsible for ensuring that the paper is of sufficiently high quality to make it worthy of consideration for publication and that its presentation conforms to the current rules (Appendix 6 and Instructions for Authors - Appendix 7).
Authors who do not show up during the STC Research Papers Sessions to orally present their paper without having given a notification and a valid reason will be excluded from submission of papers for the following two years.
Each keynote paper must be led by a Fellow or Associate Member of CIRP who has agreed to undertake this effort. Initially, he/she acts as the coordinator and is to be assisted by a number of additional CIRP members and also non-members who have voluntarily agreed to contribute to the paper. Only active contributors who have written substantial parts of the keynote paper should be included in the list of authors.
Persons who have submitted papers to be referenced and do not play a clear role in the preparation of the paper should be mentioned in the acknowledgements.
The lead author, i.e. the coordinator and corresponding author, should be the first name in the list of authors. Only in exceptional cases, can the presenter not be the lead author. This must be approved in advance by the Editorial Committee Chairperson. Only under motivated conditions which must be justified to the Editorial Committee in writing, should the number of authors exceed four (4). A member cannot be a lead author for two consecutive years.
Rules to host a General Assembly
The member nominated chairperson of the organizing committee has to register this intention with the Secretary General Treasurer no later than January 1st preceding the General Assembly. During Part Two of the General Assembly, time will be allocated for a brief invitation to be made to the Academy by the chairperson of the organizing committee (or by a member of the committee). These presentations will be accepted as information and non-binding, no selection or elimination of these informal proposals will take place. The presentation shall be presented to the Secretary General Treasurer together with the intention to hold the General Assembly (no later than January 1st). The Secretary General shall propose changes to the presentation if any rules and guidelines for General Assemblies are not fulfilled.
Formal invitation proposals to host a General Assembly prepared in pdf format are due at CIRP Headquarters by the end of December of the year the initial informal invitations were made. The proposal must contain clear and detailed information about:
Memorandum of Understanding (MOU)
The annual General Assembly of CIRP is the annual meeting of the Academy and is hosted at a location with the assistance of Academy members (the local organizing committee). The content and organization of the technical elements of the meeting are the exclusive privilege and responsibility of the Academy and not of the local organizing committee. The local organizing committee is not authorized to hold technical meetings, seminars, events or other activities in parallel (at competing times during the program) with the technical program of the General Assembly either under the logo of CIRP or otherwise.
In rare individual cases there might be reasons to organise technical seminars that might partly overlap GA meetings. Such reason could be for instance if an upcoming industrialized country with only a few CIRP members organizes a CIRP GA and wishes to introduce CIRP to its academia and industry, i.e. potential future CIRP members. In such case an application including a justification and a detailed proposal has to be sent to the CIRP office at least one year in advance to the GA. In any case CIRP Council will take the final decision on the proposal. Naturally, this will always be a case-by-case decision. It is the responsibility of the local organizing committee that without involvement and explicit agreement of Council, any parallel or competing events to CIRP GAs must not take place.
Opening Session and Keynote Sessions
At the Public Opening Session of the General Assembly, it is desirable that a session be organized, by the host country, in order to introduce the activity of CIRP and to promote the use of scientific methods within industry. Besides the Presidential address, up to five keynote papers (Appendix 6.2.2) should be given on the "state of the art" in subjects within the fields of CIRP activity. The subjects for these keynote papers shall be chosen by the Liaison Committee at least two years earlier, following recommendations from the STCs taking into account developments in the subjects and the interests of the host country. The preparation schedule shall allow control over final content and format by the STC Chairmen involved in conjunction with the Editorial Committee. The authors should avoid dwelling on the technical aspects of their own research and should try to give an international perspective of the field, especially referring to the contribution of CIRP colleagues and including the achievements of cooperative work. When preparing these papers, the authors are strongly advised to seek the cooperation of Members of the Academy specializing in the subject. The relevance to industrial needs should also be emphasized.